Certificate of enrolment

PEDAGOGY – CERTIFICATE OF ENROLMENT – PED-PRO-021-A

Version: 1.0 | Last update: 05/11/2025 | Department: Academic & Administration

🎯 Objective

Define the standardized process for preparing, validating, and issuing the official
Certificate of Enrolment to students of the Dubai Precious Metals University.
This document confirms the student’s active registration and academic status for administrative or legal purposes
(visa, housing, bank, or employment).

👤 Who

  • Administrative Assistant (Admissions & Pedagogy)
  • Academic Coordinator
  • Campus Manager or Director (signature)

🧩 Inputs / Outputs

Inputs:

  • Validated enrolment in Zoho CRM and LMS MasterStudy
  • Student identification documents
  • Validated certificate template (official DPMU format)

Outputs:

  • Signed Certificate of Enrolment (PDF)
  • Copy archived in the student’s digital file

⚙️ Process Steps

  1. 1. Student Request
    The student may request a Certificate of Enrolment:

    • Via email to the Academic Administration team
    • Or directly at the DPMU campus reception

    The request is recorded in the PED-LOG-021 (Certificate Register) with date and requester’s name.

  2. 2. Verification of Enrolment Status
    The Administrative Assistant checks:

    • That the student’s enrolment is active in Zoho CRM
    • That tuition and administrative documents are complete
    • That the student is attached to a valid program (BBA, MBA, Executive…)

    If any element is missing, the request is put on hold until regularization.

  3. 3. Certificate Generation
    Using the DPMU Word template, fill in:

    • Student’s full name
    • Date and place of birth
    • Program name and level
    • Academic year or training period
    • Date of issue

    The document is formatted on DPMU letterhead, with the official title “Certificate of Enrolment”.
    Save the document as CertificatScolarite_[Lastname_Firstname]_[Year].pdf.

  4. 4. Validation and Signature
    The certificate is reviewed by the Academic Coordinator and signed by the Campus Manager or Director.
    Signature methods:

    • Electronically via Zoho Sign
    • Manually on printed version (then scanned)
  5. 5. Delivery to Student
    The signed document is sent from the institutional address:
    administration@dubai-precious-metals-university.com
    Subject: “Certificate of Enrolment – [Student Name] – [Year]”
    The message includes:

    • A short confirmation text
    • The attached signed PDF

    Example:
    “Dear [Name],
    Please find attached your official Certificate of Enrolment for the academic year [Year].
    Best regards,
    Academic Administration – DPMU”

  6. 6. Archiving
    The assistant archives the signed certificate:

    • In WorkDrive › Pedagogy › Students › Certificates › [Year]
    • And attaches it to the student’s Zoho CRM record (Documents tab)

    The issuance date is logged in PED-LOG-021.

✅ Controls

  • Only active students can receive a valid certificate
  • Signature mandatory before transmission
  • Traceability via PED-LOG-021 and CRM

📁 Records

  • Signed Certificate of Enrolment (PDF)
  • Request and issuance log (PED-LOG-021)
  • Stored in WorkDrive › Pedagogy › Students › Certificates › [Year]
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